Owner Statements, Rent Roll, and Delinquency Reports: What Your Rental Back Office Should Deliver

Whether you own a handful of rentals or run a property management company, the back office has one job you can feel every month: telling you, clearly and on time, what happened with the money. Rent in, bills out, who is behind, and what is left for the owner.

When that reporting is late or hard to read, everything downstream gets harder. Owners lose confidence, tenants who are behind slip further, and tax season turns into a scramble. Here is what good back-office reporting looks like, and how Integrity Property Management delivers it remotely for owners, investors, and property management companies.

Owner statements: the report everyone reads

An owner statement should answer three questions without a phone call: what rent came in, what was paid out and why, and what the owner received. Good statements tie every expense to a property and, where possible, to the invoice behind it.

That last part matters. A line that says "repair, $640" invites questions. A line backed by the vendor's attached invoice usually does not.

Rent roll report: who lives where and what they owe

A rent roll shows every unit, the tenant, the lease terms, and the rent due. It is the quickest way to see occupancy, spot leases coming up for renewal, and plan rent increases. If your rent roll lives in a spreadsheet that one person updates when they remember, it is probably out of date.

Delinquency report: catching late rent early

A delinquency report lists who is behind and by how much. The value is in timing. Seeing a late balance in the first week of the month gives you room to act; finding it at the end of the quarter does not. Automatic late-fee posting helps here too, because the rules apply the same way to every tenant, every month.

Reconciliations behind the reports

Reports are only as reliable as the books underneath them. Bank reconciliations, correctly coded transactions, and processed vendor invoices are what make a statement trustworthy. If your books have fallen behind, start with a cleanup so the reports mean something again. Integrity's cleanup and catch-up work is $45 per hour; read more in our guide to rental property bookkeeping cleanup and catch-up.

Option 1: Accounting only

If you already collect rent and run your own operation and mainly need the books done right, Integrity's accounting-only bookkeeping is 1.5% of monthly rent collected. It covers bookkeeping, bank reconciliations, accounts payable, owner and property accounting, and financial reporting. Funds can stay in your own accounts, the team includes CPA professionals, and AppFolio is the recommended software. See property management bookkeeping and accounting.

Option 2: Back Office Tools for self-managing owners

If you want the reporting and the work behind it handled while you keep your own maintenance team, Back Office Tools is 3.5% of rent roll. It includes rent collection with automatic late fees, lease management, free lease renewals and rent increases, direct deposit, vendor bill pay, twice-monthly owner statements, delinquency and rent-roll reports, accounting with detailed attached invoices, a 24/7 emergency line, and owner and tenant portals.

Option 3: Full Back-Office for property management companies

Property management companies can hand Integrity the back office while keeping their own clients. Full Back-Office is 3.5% of monthly rent collected and covers accounting and bookkeeping, owner statements, bill pay and accounts payable, rent collection and accounts receivable, maintenance coordination, and leasing administration. Accounting Only for PM companies is 1.5% of monthly rent collected. Integrity never competes for your clients.

Low risk to start

If you are not completely satisfied within the first 60 days of retaining Integrity, there is no obligation to continue.

Get reports you can trust

Owners and investors: tell us about your properties on the owner inquiry form. Property management companies: use the back-office form. You can also call (845) 512-7368 or email christopher@integritypropertymgt.com.